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7 MANAGING THE GRANT Kinds of grant contracts –“Regular” –Full Funding Grant Agreement Pre-requisites for the grant –Authorization from the governing body –Adoption of the annual Program of Projects (for Section 5307)

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8 MANAGING THE GRANT Pre-requisites for the grant –Public hearing or opportunity for public comment –Completion of Annual Certifications and Assurances –Project inclusion in the MTP, TIP, STIP and SIP

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9 MANAGING THE GRANT Pre-requisites for the grant –Receipt of an environmental finding for each project –Award of a Section 13(c) from the Department of Labor Adopting a proactive approach

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12 MANAGING THE GRANT Grants Management should –Ensure accounting code structure is such that required reports can be easily produced –Monitor project progress to ensure compliance with grant scope –Receive and report project financial and milestone data on time

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14 MANAGING THE GRANT Accounting should –Develop accounts that assign costs to the correct account, function and mode –Routinely calculate depreciation of grant- funded assets to ensure current “book value” is known

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15 WHEN YOU DO “IT” WRONG Failure to include projects in planning documents - delays grant award Failure to obtain an environmental finding - delays grant award Failure to file quarterly and annual reports on time - risks suspension of all reimbursements

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17 WHEN YOU DO “IT” WRONG Reimbursement claimed for ineligible expenses - Requires refund and perhaps penalty payment to FTA May bring on in-depth audit Ultimately risks suspension of all reimbursements until systemic problem is corrected

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18 TRIENNIAL REVIEWS Mandated by Congress, part of the price of doing business with the government 22 major review areas Follow the rules throughout the entire year! Engage the entire company - make everyone responsible for your success

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20 DOS AND DON’TS DO –Make sure environmental and other pre- award requirements are met before exercising pre-award authority –Make sure grant applications are complete the first time –Make sure contracts have all required federal clauses

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21 DOS AND DON’TS DO –Make sure you file quarterly and annual reports on time –Make sure you maintain a clear audit trail of all expenses and journal entry corrections thereto –Make sure expenses required for reimbursement are truly grant eligible

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22 DOS AND DON’TS DO –Ask FTA for help if you’re lost or unsure about what to do –Involve FTA in unusual situations, for clarification before proceeding with local decisions

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23 DOS AND DON’TS DON’T –Forget to file Annual Certifications and Assurances –Sign third party contracts too early –Make a land offer too early –Charge and be reimbursed for ineligible costs

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24 DOS AND DON’TS DON’T –Overdraw an individual grant line item or project budget without considering the effects of a budget revision –Fail to complete the required reports –Fail to notify FTA of any unusual circumstances